Quick Start Guide - Rotunda Software
Contents
1. automatically schedule volunteers based on their availability and preferences click the Add button next to the Service time preferences list The auto scheduler will attempt to schedule this volunteer for the service preferences in the order in which you add the service preferences to this list A volunteer will almost always be scheduled for his first or second preference Note that if you do not check the Schedule only at these times box MSP may schedule the volunteer at other services when needed so be sure to check that box if this volunteer does not wish to serve at any other times You may also control this volunteer s Preferred serving frequency using the appropriate controls However we highly recommend leaving most of your volunteers frequency set to Normal to allow the auto scheduler the most flexibility when creating your schedule To track additional information about your volunteers you may optionally set up custom fields to track things like training date birthday background check emergency contact and more To set up custom fields click the Edit custom fields button in the dialog For more information on setting up and using custom fields please refer to the Complete User Manual Note that custom fields are included in MSP s Plus Edition only When you are finished editing the volunteer s profile click the OK button to save the changes Create a Schedule Step 4 Making a Schedul2. label Qusified volunteers 64 total cup and some of your volunteers can serve as ust Nony only as hosts and others as both hosts and cups Bradley Jeffrey then you should create two subdivisions one for Campbell Laura each type of volunteer You will be able to Carr Howard specify later when you enter your volunteers the coe Sa exact subdivisions in which each volunteer can pests JC Em Cem ois Ray serve To create a subdivision click the New Aukomaticaly number or label postion n schedules Duncan David button and enter a name for the subdivision and a ee eee rece ry _ This subdivision may be scheduled in combo with George Stephen C Schedule this subdivision autonomously Filter list with Remove C Schedule this subdivision in one week blacks J Bind together all subdivision qualifications schedule label to be used on schedules This label may or may not be the same as the subdivision s name You can also use subdivisions to ensure that service times are distributed evenly between volunteers or to force two ministries to share a single column in the default tabular schedule layout but these topics are not covered in this Quick Start Guide For a more thorough discussion of subdivisions see MSP s Complete User Manual or view the video tutorial on labeling positions Roster code e g UL for Usher Lead O Use titles to qualify
3. Ministry Scheduler Pro Quick Start Guide Introduction Thank you for your interest in Ministry Scheduler Pro This short Quick Start Guide is designed to help you quickly set up the program with the essential information about the tasks or ministries you will be scheduling your church s services and events and your volunteers It will also walk you through the process of creating a simple schedule You can print out this guide at any time by choosing Print from the File menu All of MSP s more advanced features such as the Emailer and the Web Terminal are not covered in this guide Please refer to the MSP s Complete User Manual for a discussion of these features When you are done following the steps outlined in this guide you will have produced a schedule in the same format as the sample pictured below but with your own ministries volunteers and service times October 7 October 8 27th Sunday In Ordinary Time Greeter Frances Burke H Barbara Sartorius Laurie Mitchell 1 Lois Burke C Conan Malmer 2 Jacob Vargas H Nancy Muhleck Abby Hayes 1 Judith Vargas C Sandy Ross Elaine Beck 2 Helen Washington H James Raines Robert R Croley 1 Maria Washington C David Berg 2 Saturday 5 00 PM Sunday 9 00 AM Sunday 12 00 PM Get Oriented Step 1 Entering your ministries The first step to setting up Ministry Scheduler Pro is to specify the ministries you would like
4. There are three ways to go about entering your volunteers 1 Use the Import Volunteers feature to extract information about your volunteers from existing rosters or csv files For more detailed information see the Importing volunteer information section of MSP s Complete User Manual or view the video tutorial on importing volunteers 2 Use the Synchronize Volunteers feature to extract information directly from your church management software MSP synchronizes with most popular church management programs including ACS PDS Servant Keeper ParishSOFT and more For more detailed information see the Synchronizing volunteers with external church management software section of MSP s Complete User Manual or view the video tutorial on synchronizing volunteers 3 Enter your volunteers information manually one volunteer at a time It is assumed in this Quick Start Guide that you will be using this third approach which you can also see in our video tutorial on creating volunteers For each volunteer you are scheduling click on the Volunteers pane on Ministry Scheduler Pro s main screen and then click the New Volunteer button Enter the first and last name of the new volunteer and their contact information if you have it Add the ministries the volunteer is qualified in by clicking them in the Ministry qualifications list in the top right corner of the dialog If you will be using the auto scheduler to
5. e Create a Schedule Once you have configured MSP with your ministries service times and volunteers you are ready to create a schedule Click on the Schedules pane on the left of MSP s main screen and enter a start and end date for your schedule in the appropriate fields Clicking the calendar icons to the right of the fields will allow you to select dates from a calendar It is most common to create schedules for two or three months at a time After you have entered your schedule s start and end date click the Create button Step 5 Fill Your Schedule Manually assign volunteers to positions In the new Schedule window that appears you can manually assign volunteers to specific positions and set up repeating assignments Add any requested manual assignments before using the auto scheduler tool To manually assign a volunteer to a position click on the position and select a volunteer from the list on the right You can double click or drag and drop the volunteer s name to fill the position You ll then see a Repeats bubble appear that enables you to set up a repeating assignment for the volunteer at that time Your church may or may not use repeating assignments For example using this bubble you can set up a volunteer to be scheduled at that time every other week or the 3 Sunday of every month You can learn more about this and other rotational scheduling options in our video tutorial on rotational scheduling Let t
6. e consult the Complete User Manual Conclusion You should now have a feel for how MSP can work for your church On the next page you will find a complete map of the MSP scheduling cycle which outlines of the process of implementing and using MSP It is a useful resource to walk you through the process of running your first schedule with MSP An interactive version of this map with links to resources each step of the process is available on our website s Resources page In addition MSP contains hundreds of other features that were not covered in this Quick Start Guide Among the highlights of the features that were not discussed are the Emailer text messages reports family groupings and teams For an inventory and explanation of all of MSP s features please refer to the Complete User Manual located in MSP s Help menu Definition of Terms Family Groupings Family groupings tie members of a family together which helps easily manage family members settings and facilitates members getting scheduled together Teams Team groupings can be used to ensure that certain volunteers are always scheduled together in a particular ministry Ministries A ministry is defined as any task or role which you will be scheduling such as Ushers Readers Extraordinary Ministers Childcare Workers and Servers Subdivisions Ministry subdivisions are used to distinguish between different positions within the same ministry Service Times Ser
7. he auto scheduler assign volunteers to positions The auto scheduler assigns volunteers to positions automatically based on their qualifications availability and preferences To let the auto scheduler automatically fill in positions click the Commence Scheduling button The first time you use the auto scheduler you will be presented with the Scheduler Settings dialog The settings in this dialog are discussed in detail in the Working with schedules section of Ministry Scheduler Pro s Complete User Manual For now you can just look over the settings for future reference and then click OK Reviewing and exporting a schedule To quickly see all the services for which a volunteer has been scheduled select Show services given to from the Mode menu at the top of the volunteer list and then select a volunteer from the list To quickly see how many times each volunteer has been scheduled in each ministry chose View Ministry Distribution from the Reports menu When you are ready you can export your schedule to a printable format by choosing Export Schedule from the open schedule s File menu You can leave all the settings in the Export Schedule dialog as they are and just click Export Choose a name for the schedule and click Save The exported schedule will automatically be opened with Microsoft Word or your default word processing program You may then print the schedule out by choosing Print from the Fi
8. le menu Posting your schedule online is also very easy although this feature is not covered in this Quick Start Guide For more information about the options available when printing your schedule or posting it online you can view this video tutorial on posting and printing schedules Web Terminal Step 6 Viewing the Web Terminal The Web Terminal is a website where volunteers can access their schedules request substitutes and update their profiles The following steps will walk you through posting a schedule online and viewing it from a volunteer s perspective First go to the Schedules pane of MSP click on the schedule you wish to make live and click the Make schedule live button Choose Just use the default layout and options for now can be changed later in the dialog that opens and click OK Your schedule has now been posted to the Web Terminal Next go to the Web Terminal pane where you control what volunteers can see and access online During the free trial you cannot customize the Web Terminal but you ll come here to do so later Click the Login as button at the bottom of the screen and choose any volunteer from the list Click Login now and then click Login You are now viewing the Web Terminal as the selected volunteer To view the full schedule visit the Full Schedules tab For a much more detailed explanation of the capabilities and options available in the Web Terminal pleas
9. nistry Readers Nurserys Scheduler Pro s main screen and then click the New Weekly Donation Counters button Visit us online for our video tutorial on creating service times If the service you are entering falls on a day other than Sunday use the day of the week popup menu to choose the correct day for this new service You can change the time for this service by clicking on the Make this service inactive for now dont schedule hours or minutes and typing in the correct value or by using the arrows a J Schedule 4 a Ushers for this service next to each value to adjust it incrementally To change from AM to PM or vice versa click on the letters and type an A or P on your keyboard Next specify how many volunteers from each ministry are required for this service every week Click on a ministry in the list and type the number of required volunteers for that ministry You can also use the arrows that appear below the ministry list to adjust this number Once you have configured this service for the correct day time and required ministries click OK Then click the New Weekly button again and repeat this process for each of your other weekly services You can also create monthly and yearly services now by clicking on their respective buttons Step 3 Entering your volunteers Inside MSP the term volunteer refers to any person that will be scheduled in any of your ministries
10. o delegate work template email introducing MSP from spreadsheet or Share the 3 part Video Tour and and inviting them to update their church management software Ministry Leader tutorial to help preferences online Learn how in Learn how in Steps 1 3 of the ministry leaders get familiar the Emailer chapter of the Quick Start Guide with their new online privileges Complete User Guide Email Volunteers Fill Your Schedule Create a schedule skeleton Enter rotating assignments Fill your schedule Use the Emailer to send the Request for updates to availability email for the next scheduling period Learn how in Steps 4 5 of the Quick Start Guide Set up Web Terminal Use the Web Terminal Checklist and A to Z Guide to customize the Web Terminal Watch the volunteer video to see how the Web Terminal works for your volunteers Reminders Email Volunteers Volunteers can get email or Use the Emailer to send text reminders request subs volunteers the and trade online or through Schedule Finalized email the iPhone or Android app
11. to schedule Inside MSP the word ministry is used to refer to any task that is performed at a service or event Some common ministries are usher extraordinary minister reader or children s ministry but you can create ministries for any other imaginable task which volunteers perform at a service for instance alms basin beverages you name it You will be able to specify how many people from each ministry should be scheduled for each of your services or events Visit us online to view our video tutorial on entering ministries To create a ministry first click on the Ministries pane on the left hand side of MSP s main screen the screen which appears when you launch the program Then click the New Ministry button In the dialog that appears enter a name for the new ministry Note that you should specify the singular name for a ministry as opposed to the plural name for instance use Usher as opposed to Ushers If you have a skill level or position in a ministry for which only some volunteers in the ministry are qualified to serve you can create a subdivision for that skill level You will be able to specify different volunteers to be qualified to serve in each Edit Ministry Extraordinary Minister subdivision you create For example if you have Name Extraordinary Minister Ministry head Bil Ragen 310 234 4039 two types of extraordinary ministers host and Subdivisions Schedule
12. vice times can also be referred to as just services You will create a service time for each of your weekly services or any other event that needs to be scheduled Preassignments Preassignments are regular repeating positions that are automatically assigned when a new schedule is created Web Terminal MSP s Web Terminal allows your volunteers to go online to view schedules find subs update their availability and connect with other volunteers Web Form When volunteers make changes to their schedules or profiles using the Web Terminal a web form is generated You can choose to automatically or manually approve Web form changes Emailer MSP s built in Emailer allows you to send customized schedules rosters bulletins and service reminders instantaneously to all your volunteers via email or text Tokens Tokens are used to represent information that changes depending on the volunteer to which it pertains Ministry Leader Ministry Leaders have web based access to modify schedules send emails request subs and edit service plans You can limit Ministry Leader access to specific ministries and service times MSP Scheduling Roadmap Get Oriented ___ Complete SetUp ____ Meet with Ministr Email your Watch the 3 part video tour Enter your ministries Leaders volunteers Download MSP to your computer Enter your services Meet with key personnel and Use the Emailer to send a Enter your volunteers or import decide how t
13. volunteers in this ministry The check boxes on the left hand side of the dialog each affect the scheduling of the ministry in a different way You may click on most of these check boxes to see a brief explanation of their effect You will probably not need to use most of these check boxes For a complete explanation of each setting please refer to the Complete User Manual When you are done setting up this ministry click the OK button Then click the New Ministry button again and repeat this process for each ministry you will be scheduling The order in which the ministries appear in this list will be the order in which they appear in schedules and in other lists throughout the program You can click and drag a ministry to change its position in the list You can also change the order of subdivisions in the same manner Edit Service Sunday 9 00 AM Step 2 Entering your services and events Day and time Sunday gf The next step is to enter the events for which your volunteers need to be scheduled called service times or just services You will likely oeer pi acca ae aE ca create a service time for each of your weekly services or Masses and you can also create a service time for any other event that needs to be Required ministries Clear scheduled such as nursing home visits child care shifts or meals pied etl reed distribution Click the Service Times pane on the left side of Mi
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